Beruflich Dokumente
Kultur Dokumente
Subject : Restatement with Modifications of COA Circular No. 80-89B dated February 6,
1980 Re: Submission of Year-end Preliminary Trial Balance and Supporting
Statements Pursuant to Section 41 of Presidential Decree No. 1445, Auditing
Code of the Philippines.
1.0 PURPOSE
This circular is issued to restate with modification COA Circular No. 80-89B
dated February 6, 1980 for purposes of making it responsive with the current changes
affecting the preparation and submission of the Annual Financial Report of the National
Government to the President/Prime Minister, members of the National Assembly and
other fiscal authorities concerned, not later than the last day of September of each
year.
2.0 RESPONSIBILITIES
2.1.1 Regional accountants shall submit to the Auditor the Year-end Preliminary
Trial Balance certified correct by him and duly approved/signed by the
agency head as provided in COA Circular No. 82-192 dated August 16,
1982, on or before January 20 of the succeeding year in accordance with
the distribution list per paragraph 3.1 of this Circular. Attachment A-4 of
COA Circular No.78-89 is hereby amended accordingly. In addition, the
duplicate and triplicate copies of the said year-end trial balances, bearing
the date of receipt and initial of the field auditor shall be sent in advance
to the Accountancy Office, COA and to National Accounting Office, OBM
respectively, by the Regional Accountant.
2.1.4 COA Regional Directors shall also maintain control list of the
submitted/unsubmitted Preliminary Trial Balance of the regional
ministries/agencies both for General Fund and Special Account in the
General Fund, if there are still any. This control list shall serve as a basis
for immediate follow- up by them to avoid delay in submission and to
facilitate coordination with the Accountancy Office, COA.
4.1 Breakdown or details of the following accounts shall be indicated in the Trial
Balance as short extensions.
4.1.1 FIXED ASSETS (Accounts 8-76-000, 8-77-000, 8-78- 000 and 8-79-000)
8-77-111
Credit Balance
Example: Account 8-81-400 1,591,599.46
8-81-481-101 250,670.15
8-81-484-101 315,000.00
8-81-481-102 154,815.10
8-81-482-102 160,500.00
8-81-481-103 409,810.15
8-81-482-309 300,003.86
1,591,599.46
8-81-481-101
National Government
CY 1981
8-81-482-309
Miscellaneous Creditors
CY 1982
Credit Balance
Example: 8-90-700 (145,631.99)
BP 23045,695.48
PD 759 40,000.00
BP 132 10,000.00
BP 80 15,000.00
BP 131 5,000.00
PD 759 20,000.00
BP 132 9,936.51
(P145,631.99)
Credit Balance
Example: Account 8-82-700 145,631.99
4.3 The Analysis of the National Clearing Accounts and copies of pertinent journal
vouchers shall be submitted, as provided in COA Circular No. 80-142.
4.4 Resubmission of trial balance returned by the Accountant Office due to non-
compliance with the requirements of this circular shall be made within three (3)
days from date of receipt.
4.5 Final Trial Balances, certified correct by the chief accountant, duly
approved/signed by the agency head concerned and verified by the resident
auditor shall be submitted immediately to the Accountancy Office.
5.1 The Ministry/Agency Chief Accountant concerned shall revise accordingly the
submitted preliminary trial balance to reflect releases before cut-off date (COA
Circular 82-174) and changes in other pertinent accounts and submit the same to
the Accountancy Office together with its supporting documents. Revisions are
allowed only once and resubmission shall not be beyond March 15. Revisions
should be reflected in the revised preliminary trial balance and never in the Final
Trial Balance.
5.2 Copies of the audited revised preliminary trial balance shall be distributed in the
same manner as prescribed in paragraph 3.2.
10.0 EFFECTIVITY
APPENDIX A-1 Schedule of allotments from Public Works Appropriation Acts, unreleased.
AGENCY/BUREAU: _________________
MINISTRY: ______________________
FUND CODE: ______________________
Statement of
Agency Cash Inflow and Outflow
Calendar Year
Part I
CASH INFLOW
Sub-total xx
Less: Remittances (Debit to 8-70-700)* xx
In case of discrepancy between credits to 8-70-400 and the debits to 8-70-700, indicate
adjustments/or causes of difference and attach pertinent journal vouchers.
Part II
CASH OUTFLOW
Sub-total xx
Less: Amounts issued to increase cash advances
(Current Year)
8-70-500 xx
8-70-600 xx xx
Sub-total
Add: Credits to Cash Advance
8-70-500 xx
8-70-600 xx xx
Total Credits xx
Breakdown of Disbursements
7. Others (Specify) xx
Prepared by:
_________________________
Chief Accountant
_______________________ _________________________
Head of Agency Resident Auditor